Streamline Your Employee Health Process Mary Bugey Midas+ Regional Consultant Ben Truitt IS Analyst II DCH Health System
Employee Health Module Attendees in this session will learn how to mobilize and implement the Employee Health module to automate the processes for both Employee Health and Occupational Health within their organization. 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 2
Goals and Objectives 1. Automate processes 2. Provide data capture solution 3. Automate forms 4. Automate notification 5. Provide data extraction and reporting solution 6. Eliminate use of paper files 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 3
Midas+ Resources Midas+ Employee Health module Worksheets Worklists Reporting Tools Standard Reports SmarTrack Indicators, Profiles, Graphs ReporTrack Reports and Documents User Fields Attach Files 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 4
Employee Health Module Let s explore the Employee Health Module! 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 5
Employee Information The Employees Dictionary interface or File Load (F-Load) will bring employee data into the header of the Employee Health module. This information is always in view when working with a specific employee. 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 6
Employee Data Dictionary Name Job Title Status Number Department Active Employee Date of Birth Cost Center Termination Date 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 7
Employee Information 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 8
Medical Information Medications Allergies Immunizations Include any follow-up action Record details 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 9
Medical Information 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 10
Medical Information 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 11
Medical History Past History Record restrictions Visit Date Disposition of the visit 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 12
Medical History 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 13
Risks/Tests Risk Record start and end date Standard Diagnostic Tests Record Date of test Final result and date of final result Follow-up action and date of follow-up action Details of SDT Anatomic site Comments 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 14
Risks/Tests 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 15
Exposures 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 16
Follow-up Capture any related follow-up data, anything that is pertinent or related to the Employee Health activity. 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 17
Follow-up Capture and date any additional follow-up 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 18
Interviews Record any/all interviews Date of the interview Time of the interview Person interviewed Interview notes 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 19
Interviews 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 20
Comments Include any additional comments regarding the employee s past and current medical history. Secure comments will provide a date and time stamp along with the name of the individual who entered the comments. 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 21
Comments 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 22
User Fields Take advantage of the User Field functionality! 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 23
Activity/Functionality Buttons Save Save and Print Documents Delete Files Cancel 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 24
Activity/Functionality Buttons 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 25
Employee Health Module Implementation Implementing the Employee Health Module 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 26
Define an Employee Health Program Determine who should be involved Employee Health Nurse Occupational Health Nurse Midas+ System Manager IT/IS Develop Project Plan Set realistic goals and objectives Develop tasks, resources and timeline Make sure it is specific, measurable, attainable, realistic and timebound. 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 27
Preparing to Implement The Three P s Process Procedures Policies 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 28
Dictionaries Employee Health dictionaries are specific to the Employee Health module Limit terms continue to define each step along the way, keep it simple initially Employee Health dictionaries can be as flexible as your organization requires Midas+ provides Ready to Go dictionaries These can be modified These terms are the standard practice terms 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 29
Employee Dictionary Employee Dictionary What is the data source? Does the data feed need to be reviewed? Are you capturing all the fields available? What data is currently coming into Midas+? How often is the data coming into Midas+? Does the data come into Midas+ via an interface or a File Load (F-Load)? 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 30
Items to Consider Automating Annual Assessment Packet Flu Shot Tracking Respiratory Fit Testing TB Skin Test Exposures Immunizations Employee Health Visits 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 31
Employee Health Module Implementation of Employee Health at DCH Health System 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 32
DCH Health System Facilities DCH Regional Medical Center 583 Licensed Beds 3,406 Employees DCH Northport Medical Center 204 Licensed Beds 941 Employees DCH Fayette Medical Center 61 Licensed Beds 330 Employees 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 33
Objectives 1. Develop real-time documentation with ability to scan all forms into the employee s file 2. Reduce/eliminate paper files 3. Access employee s file/information quickly 4. Provide real-time reports for the DCH Health System for more up-to-date reporting 5. Provide enhancements to future programs 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 34
Goals 1. Access for everyone to timely reports 2. Eliminate manual reporting processes and old databases (Access, Excel, etc.) 3. Begin using the Employee Health Module for all data collection, resulting in improved time utilization by staff 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 35
Challenges Educating Employee Health staff at each facility: real-time data recording adapting to change barriers related to lack of experience with Midas+ Educating supervisors/managers to access their reports 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 36
Approach Worked directly with the Employee Health Staff Implemented one process at a time Trained Employee Health staff on consistent documentation process Introduced and educated managers and supervisors on how to access compliance reports on the intranet 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 37
Pilot Project: Flu Documentation 1 Scanned Employee s Badge 2 Shot Given 3 Documented/Scanned into Midas 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 38
Old Processes for Reporting Prior to 2011 Reporting: Manual Process Entries entered into Excel or Access Database Forms filed into employee s record Files exported from Access to Excel spreadsheet Sheets Cut & Pasted into Outlook to email to managers/supervisors Manager/supervisor notified of compliance rates on a weekly basis 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 39
Examples of Previous Reporting 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 40
New Process: Flu Documentation 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 41
Reports Placed on Intranet via Scheduled Reports out of Crystal 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 42
Flu Statistics 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 43
Graphs 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 44
Time Saved? Employee Health saved approximately 10 hours a week for 4 months during the flu season, for a total of approximately 800 hours. 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 45
Employee Health Flu Compliance Goal of implementing documentation in Midas+ achieved at DCH Health System: Fayette Medical Center Regional Medical Center Northport Medical Center 100% Compliance 99.82% Compliance 99.68% Compliance 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 46
How did we compare the success of the 2010 Flu Reporting to the 2011 Flu Reporting? 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 47
2010 Flu Reporting = Watching LSU beat Alabama in overtime 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 48
2011 Flu Reporting = Alabama beating LSU 21-0 for their 14 th National Championship 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 49
Use Your Resources SmarTrack Worklists to alert Employee Health nurses SmarTrack Indicator Profiles to capture specific counts over time (monthly/quarterly/annually) ReporTrack Document Generation for letters ReporTrack to create views Crystal Reports to build and schedule detailed compliance reports Intranet to post reports for easy access for managers and administration 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 50
Track anything in Employee Health to a Worklist SmarTrack Worklists 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 51
Worklists in Action 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 52
Standard Diagnostic Tests Respiratory Fit Testing, TB Skin Test 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 53
ReporTrack: TB Skin Test Results 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 54
Crystal Reports: Respiratory Fit Testing 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 55
User Fields to Track FMLA 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 56
Indicator Profiles: Tracking All Visits Collecting All Std. Diagnostic Tests Hepatitis Mumps TB Chest Xray Rubella Varicella Flu Results by type and location Easy calculation of totals: (monthly, quarterly, annually ) 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 57
Document Generation 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 58
Employee Health Worksheet 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 59
Conclusions Employees and management continue to share accountability No more emailing individual reports to managers Paper trail eliminated Reports are more current and timely Everything is now stored in the EH Module Time savings of at least 200 hours per project 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 60
Recommendations Gain buy in from Leadership/Management Continue process for all Employee Health tracking Continue to think out of the box You never know if something will work until you try! 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 61
Times are Changing So Must We! 21st Annual Midas+ User Symposium May 20 23, 2012 Tucson, Arizona 62
Thank you for attending. Questions, anyone? Mary Bugey - Midas+ Regional Consultant mary.bugey@acs-inc.com Ben Truitt IS Analyst II DCH Health System btruitt@dchsystem.com